AI room inspection for Caterease

Overview

In Caterease the room is a field on a subevent, not a thing with a history. A subevent carries the date, the guest count, the times, the setup style and the banquet room, and with the Banquet Rooms module it will warn you about a double booking or a capacity conflict before it becomes tomorrow's problem. What it does not carry is condition: whether the room was set the way the setup style says, what the last party left on the carpet, which of the day's three functions put the dent in the wall. RapidEye reads the event, the subevent, the room and the setup style from Caterease along with the photos your crew takes, and returns a finding for each thing that does not match.

How it works with Caterease

Caterease already breaks an event into subevents, and a subevent is exactly the unit a room check belongs to: one space, one window, one setup. So the checks follow the subevent.

• Setup against the subevent's venue plan. The setup style and banquet room say what this function is meant to look like. The photo says what it looks like. A finding names the gap: rounds short of the guest count, the head table facing the wrong wall, a riser still stacked at the back.
• The room in the ten minutes before doors. Smudged glass, a dead bulb in the chandelier, a carpet mark the morning meeting left. The things the client notices while you are still greeting them.
• Breakdown. The same angles after the room is cleared, read against the setup shot. A gouged wall, a burnt linen, a chair with a broken back belongs to this function and to no other.
• Rooms that turn twice in a day. A space going from a corporate lunch to a wedding reception gets read on the way out and on the way in, so the second client is not inheriting the first one's mess.
• The equipment that goes out with an event. Linens, staging, portable bars, audio kit. What did not come back is a finding on the room it left from, not a surprise the next time it is needed.

Each finding names the room, the spot in it, what kind of issue it is, how serious, the photos on either side, and a suggested next step. It lands in the RapidEye dashboard and, if you want it there, a Slack channel or the banquet office inbox. Your team decides whether that becomes an event note, a charge, or a quiet word with a captain. If what your crew captures is video walkthroughs, or if the standard you want the room held to is a house checklist of your own, that is something we set up with you.

How to connect Caterease to RapidEye

1. A Caterease account with your banquet rooms in it. The rooms your subevents book on the Venue tab, and the setup styles you have defined for them. Off-premise sites and spaces you would rather leave alone stay out of it.
2. Photos from setup and breakdown. If your captains already shoot the room and attach it to the event with Related Files, RapidEye reads those. If they do not, RapidEye sends a capture link that opens on any phone with no app to install: a fixed set of angles when the room is set, and the same angles once it is cleared.
3. A RapidEye user on the account. Caterease keeps users and security groups under the Administration ribbon tab, so the RapidEye user is scoped the way any other user is. The modal has the details.

Where the room lives in Caterease

Checked against Caterease's help centre, September 2026.

An event in Caterease is built in Event Manager, from the Scheduler, from Account Manager or from Prospect Manager, and it then splits into subevents, the individual functions that make up the party. According to Caterease's help centre documentation (caterease.com), venue details are associated with the subevent rather than the event, which is why every room question in Caterease is really a subevent question. Open a subevent, click the Venue tab, and you are looking at the plan for one room.

Setup styles are a master list, kept under Administration in the Venues area, and each one can carry notes and a picture of what that style looks like. Banquet rooms get guest capacities, breakout rooms and the setup styles they will accept, which is how Caterease knows to warn you about an unrecognised setup style or a capacity conflict, and how the room wait list knows to tell you when a space frees up. This is a genuinely careful model of a venue, and it is worth saying plainly: the reason it cannot tell you the room was set wrong is not that Caterease is missing something. It is that no software knows what a room looks like unless somebody points a camera at it.

Can you attach photos to an event in Caterease?

Yes, and more neatly than most. The Related Files tool in Event Manager attaches computer files to an event, and Caterease's documentation lists images among the file types, with the choice of embedding a copy in the database or linking to a file you expect to keep changing. Files marked as shared reach the customer through the client portal available from the Horizon Hub. Event Notes go further: the documentation describes right-clicking in the notes pane to insert a stored image, alongside the current date and time. So a venue that wants a photographic record of a room already has three places to put one.

What Caterease does keep is a good account of the record's own history. The Status History tool shows every change to an event's Status field with the old value, the new one, the date and time, the user who made the change, the sales rep and how long the event sat on each status. That is a clean audit trail of what people said. RapidEye is the matching account of what was true in the room, and the two together are what a deposit dispute actually needs: the status history says the event was confirmed and closed, the photos say the room went in clean and came back with a broken chair.

Caterease integration FAQ